Cohort Data Sharing Addendum

This Addendum applies in addition to the main Smart School Councils Data Sharing Agreement, when a School chooses to participate in a partnership cohort with a Local Authority, multi-academy trust, diocese, or other partner organisation.

Parties

The School: the educational institution participating in the cohort.

The Partner Organisation: the named Local Authority, multi-academy trust, diocese, or other organisation coordinating the cohort. The Partner Organisation for this Addendum is: __________________________.

Smart School Councils: as set out in the main Data Sharing Agreement.

What this Addendum does

It permits Smart School Councils to share a limited, defined subset of the School's data with the Partner Organisation, to enable cohort-level activities such as symposiums, cross-school questions, and partnership reporting.

Data shared with the Partner Organisation

Only the following data is shared with the Partner Organisation under this Addendum:

• The lead teacher's name

• The lead teacher's email address

• Class meeting topics (the questions discussed in pupil meetings)

• Anonymised class meeting results (vote counts per option)

Data that is not shared

The following data is not shared with the Partner Organisation under any circumstances:

• Pupil comments or free-text responses

• Pupil names

• Action items or "actions taken"

• Special category or sensitive data (Article 9 UK GDPR)

• Any other Personal Data not listed above

Roles under UK GDPR

For the lead teacher contact data (name and email) shared under this Addendum, Smart School Councils and the Partner Organisation act as Joint Controllers under Article 26 UK GDPR. The essence of the arrangement is summarised in this Addendum; a more detailed Joint Controller arrangement is available on request.

The class meeting topics and anonymised vote counts shared under this Addendum are not Personal Data and therefore fall outside the scope of UK GDPR for onward sharing.

Purpose

The Partner Organisation will use the shared data only to:

• Contact lead teachers about cohort activities

• Identify themes and priorities across the cohort

• Prepare for and deliver symposiums or similar cohort events

• Send cross-school questions and aggregate anonymised pupil responses

• Report on cohort-level engagement to its own stakeholders

The Partner Organisation will not:

• Contact pupils directly

• Share the data with any third party outside the cohort

• Use the data for marketing unrelated to the cohort activities

• Attempt to re-identify pupils from anonymised data

Lawful basis

For public-sector Partner Organisations (such as a Local Authority), Article 6(1)(e), performance of a task carried out in the public interest, applies.

For non-public-sector Partner Organisations (such as an independent multi-academy trust), Article 6(1)(f), legitimate interests, applies.

Retention

The Partner Organisation will retain the shared data only for as long as the School participates in the cohort, plus one year, after which it will be deleted or anonymised. Anonymised aggregate data may be retained for legitimate reporting purposes after that point.

Withdrawal

The School may withdraw from the cohort at any time by contacting greg@smartschoolcouncils.org. On withdrawal, Smart School Councils will stop sharing further data with the Partner Organisation, and the Partner Organisation will delete the personally identifiable data it holds about the School within 30 days.

Withdrawal from a cohort does not affect the School's main Smart School Councils membership.

Breach notification

Both Smart School Councils and the Partner Organisation will notify the School and each other of any personal data breach affecting the shared data, without undue delay and in any event within 72 hours of becoming aware, where feasible.

Signing

This Addendum is signed by the School separately from the main Data Sharing Agreement. The signed record is held by Smart School Councils.

Signed on behalf of the Partner Organisation

Name: __________________________

Role: __________________________

Date: __________________________

Signed on behalf of Smart School Councils: Greg Sanderson, Co-Founder.

The Partner Organisation is informed of each new School joining the cohort.